Enhancing Productivity with Calendar AI Assistant Powered by Mistral AI and n8n

Enhancing Productivity with Calendar AI Assistant Powered by Mistral AI and n8n

Client Overview

Our client is a mid-sized company based in Indonesia, dealing in clothing across Asia and parts of Europe. With a turnover of $10 million and a workforce of over 220 employees. Their employees are working in operations, market research, and sales. They work in different time zones, so they need an efficient meeting scheduling software.

Our client had previously used conventional calendar tools like Google Calendar and internal Slack reminders, but they faced a few challenges in using the conventional tool  Google Calendar. With time, their operation scaled, and their team faced frequent challenges in coordinating meetings in different time zones and managing last-minute changes.

The Challenges

Traditional tools were time-consuming when it came to managing meetings, checking schedules, and coordinating attendees. Team members frequently missed updates or relied on back-and-forth messaging to finalise schedules. They were facing several challenges few of which are:

  • Manual scheduling is time-consuming and hectic.
  • There are circumstances where errors in manual time conversion lead to confusion.
  • The team frequently used casual, natural language in Slack to suggest meetings (e.g., “Let’s chat tomorrow at 10” or “Book a call with the client next week”). Lack of contextual understanding creates confusion here.
  • Scheduling load increases as the company hires new members for their teams.
  • Due to a lack of communication and automation, the team often encountered double bookings, missed and overlapping meetings.

Success Metrics

Reduce Time Efficiency
0 %
Decrease Conflict Reduction
0 %
Improve Accuracy Boost
0 %

Our Solutions

We developed an integrated calendar AI assistant that operates directly within Slack using MistralAI and n8n automation workflow to enhance efficiency and scalability. Our developed software serves as a bridge between natural language communication and calendar automation that will improve productivity and reduce manual efforts.

  • We integrated Mistral AI to understand user intent in natural language. The AI model interprets the type of request(creative, retrieved, deleted, updated ), event details (date, time, etc).
  • The assistant can manage multiple events and attendees, including sending calendar invites and confirming availability.
  • It helps in real-time confirmation by sending confirmation via Slack or Gmail once an action is taken.

Techology Stack

Component 

Technology used 

Workflow engine 

n8n

Communication 

Slack 

Calendar management 

Google Calendar API 

Data storage 

Google sheets 

User interaction 

Slack Mentions & Commands

Conclusion

Our calendar AI assistant transformed the client’s scheduling process by seamlessly integrating AI-powered natural language understanding with automated workflows. We enabled real-time and intelligent scheduling that felt conventional and effortless. Our solution reduced manual workload, improved coordination across time zones, and minimised scheduling errors.